Outlook 2003 with Exchange- Calendars and Tasks Objective 1: View and customize the appearance of the calendar. The calendar allows you to plan your activities/meetings, set categories, and organize your work. To Access the Calendar 1. Click the Calendar icon form the Navigation Pane. To Change Calendar Views 1. From the Standard toolbar click the Day, Week, or Month view to change your calendar. Training 1 June 2, 2008
To Change the Background Color of your Calendar 1. Click Tools on the menu bar then click Options. 2. Click the Preferences tab then click the Calendar Options button. 3. In the Calendar options section click the Default color down list and then click your color. 4. Click OK. 5. Click OK again. To Change the Calendar Work Week 1. Click Tools on the menu bar then click Options. 2. Click the Preferences tab then click the Calendar Options button. 3. In the Calendar work week section, select the check boxes that correspond to your regular work week. 4. Select First day of the week drop down list to choose what day of the week your week begins on adjust your work times as well. 5. Click OK. 6. Click OK again. Training 2 June 2, 2008
Objective 2: Share your Calendar. By default, everyone at the college can see when you are free or busy on your calendar. Nobody can READ what you are doing during your busy time unless you give them access by delegating (sharing) your calendar. Microsoft Exchange coupled with Outlook 2003 allows you to share your calendar, tasks, inbox, contacts, etc with other people at the institution. You can delegate access to other employees so that they may review your calendar, inbox, etc or you may go even further and give them rights to create and edit items. You cannot set up Outlook so that another person can send mail with your name in the From field on your own. If you want to allow someone to send a message so that it appears to come from you (meaning your name in the From field) you will have to put in a work order with the helpdesk: 678-891-3460 or helpdesk@gpc.edu Delegating access to your calendar, inbox, contacts, etc is a two step process. First, you must delegate access to another employee. Second, the employee you delegate to must accept and open your calendar, inbox, contacts, etc. Delegating access allows someone more access to your calendar etc than the default option of allowing people to see your Free/Busy time when scheduling appointments. Training 3 June 2, 2008
Step1: To Delegate Access to your Calendar, Inbox, Contacts etc 1. Click Tools on the menu bar, and then click Options. 2. Click the Delegates tab. 3. Click the Add button. 4. Search for the person, highlight them, and then click Add. 5. Click OK. 6. From the Delegates Permissions window, select the appropriate permissions from the drop down list. 7. Check the Automatically send a message to delegate summarizing these permissions check box. 8. Click OK. 9. Click OK again. Training 4 June 2, 2008
Step 2: 1. After receiving notification that you have permissions to another person s calendar, inbox, contacts, etc, click the File menu. 2. Point to Open and click Other User s Folder. 3. Click the Name button and search for the person who has given you access. Highlight their name and click OK. 4. Select the item you have been given access to from the Folder type dropdown list. For instance, if someone is sharing their calendar with you then select Calendar from the drop down list. 5. Click OK. This will open the other person s calendar, inbox, contacts, etc. Calendar, contacts, tasks, notes and journal will remain open for you to view all the time after you follow the steps above. The inbox will not. You can open it again through the File menu. Training 5 June 2, 2008
Objective 3: Add appointments and recurring appointments to the calendar. To Add an Appointment 1. Double click the date on the calendar that you want to add an appointment to. Reminder Show time as Private 2. In the Subject box enter the title/name of the appointment. 3. In the Location box enter the location for the appointment. 4. If the appointment is something that has a specific time associated with it then clear the check from the All day event checkbox. 5. Then from the drop down lists select a start and end time for the appointment. 6. If you would like to receive a pop-up reminder about the appointment from the Event Ribbon bar, click the Reminder check box then select the notification time from the drop down list (i.e. do you want to be reminded 15 minutes, 18 hours, or 30 minutes before the appointment). 7. Click the Show time as drop down list and select the appropriate description for the appointment (Busy, Free, Out of the Office, or Tentative). This is usually for when somebody else views your availability for inviting you to a meeting. If they see that you are Busy during a particular time they know not to invite you to a meeting. If they see that you are Tentative then they know that you might be able to accept an invitation to a meeting at that time. 8. In the large white box you can enter details or a description of the appointment. 9. In the bottom right you can also make an appointment private by clicking the Private check box. This means that no matter who you are sharing your calendar with they will be unable to view your appointment except to see that you have blocked time out. 10. In the upper left click Save and Close. Training 6 June 2, 2008
To Add a Recurring Appointment i.e. (Classes that you teach, office hours, standing meetings, birthdays, etc) 1. Repeat steps 1-9 from above. 2. Click the Recurrence button from the Standard tool bar. 3. In the Recurrence pattern section, select the radio button for whether this appointment will occur Daily, Weekly, Monthly or Yearly. (i.e. select Yearly for birthdays, Weekly for classes, etc) 4. In the right side of the Recurrence pattern section select the specifics of when the appointment should recur. (i.e. If it is a class that meets every Monday and Wednesday, select the Weekly radio button then check the boxes next to Monday and Wednesday.) 5. In the Range of recurrence section, select the day the appointment should start then select how long it should keep going for. (i.e. If the appointment is a class the End by date should be the last day of classes. If the appointment is a birthday perhaps there should be No end date.) 6. Click OK. 7. Then click Save and Close. To Edit an Appointment 1. Double click the appointment on the calendar. 2. Make necessary changes. 3. Then click Save and Close. Training 7 June 2, 2008
Objective 4: Invite people to meetings/appointments. To Invite People to Meetings 1. Double click the date on the calendar that you want to hold the meeting. 2. Click Invite Attendees on the on the Standard Tool bar. 3. Then click To button to open the Address Book. 4. Search and then double click the names for people you want to invite to the meeting from the Global Address List. 5. Then click OK. Training 8 June 2, 2008
6. Click the Scheduling tab to view an overlapping view of the calendar for all attendees. 7. Click the Options button at the bottom and select Show Only Working Hours. 8. Highlight the free time that you would like to use for the meeting. Free time displays in white on the Scheduling tab. 9. Click the Appointment tab and then finish any details for the meeting. 10. Click Send in the upper left. Invitations will arrive in the inbox of your invitees. They will then have the option to Accept or Decline. If you edit a meeting through your Outlook calendar, a new invitation with the changes will automatically be sent out. This will give invitees the option to Accept or Decline again. Remember invitations that are accepted are automatically added to your Outlook Calendar. Training 9 June 2, 2008
Objective 5: To Use the Tasks Tool. The Tasks Tool in Outlook allows you to create a to do type list that includes dates. The Task list can be viewed through the calendar screen or from the Task area. The difference between an appointment and a task is that the task is more like a project which may last for days, weeks, months, and may have a specific due date for completion. An appointment is more like a meeting, or a one-day event. To View Tasks 1. Click the Tasks icon form the Navigation Pane. Training 10 June 2, 2008
To Create a Task 1. Click New button in the upper left. 2. Enter the information (Subject, Due date, Start date, Status, etc) you desire for this task. 3. Click on the Save and Close button to set the task into the task list. You may want to mark a task as Private if you are sharing your tasks with others. To Delete a Task 1. Select the Task to be deleted 2. Choose Edit from the Menu Bar 3. Select Delete Training 11 June 2, 2008